Administrative Assistant

The Extension Administrative Assistant provides administrative assistance to the county and state Extension Agents serving Midland County. Including but not limited to serving as the initial contact point for all communication within the office, preparing regular reports, assisting agents with annual county budget, maintaining office inventory, being the point of contact for volunteer groups’ needs for facilities and social media advertising, and assisting agents with contracting internal and external partners to serve the AgriLife Extension clientele.

• Provide day-to-day administrative support to all agents.
• Answers telephone, including answering questions, and directing calls.
• Schedules the use of county facilities for various AgriLife events.
• Performs public relations functions, including producer requests and news releases.
• Assists all agents with scheduling calendars, programming, and committee meetings.
• Maintains inventory of publications and resources for the agents.
• Maintain and updates files, directory, inventories of property and handbook.
• Prepares and edits general correspondence for all agents.
• Relays information to clientele on a variety of issues.
• Prepares and distributes various publications and maintains and updates Social Media platforms as requested by agents.
• Prepares notices, agendas, minutes, and sign-in sheets for various committees.
• Assists with program registration, planning, programs, invitations, certificates, attendance, and evaluations for events.
• Update distribution lists, membership, ADA posting and Affirmative Action/Civil Rights Report.
• Assist with 4-H Program Assistance needs including but not limited to, typing letters, notifying schools of student absences, entering validation information, receiving and processing entry fees, communicating with schools and families about 4-H events.
• Maintains contact lists for committees, volunteer groups, and stakeholders.
• Assist all agents in various events and programs, usually by making assorted copies to be used as handouts at said programs.
• Assists all agents with maintaining and preparing reports for fiscal year, purchase orders, budget requests and requisitions, property inventory, and updating information in NewWorld.
• Assist agents with any special reports required by funding organizations.
• Assist all agents with cleaning, organizing, and maintaining the office.
• Assist the County Coordinator with preparing and acquiring the necessary county information to be shared with the Texas A&M AgriLife Extension Service District Office.
• Regular and timely attendance is required.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma, or an equivalent.
• 3 years of experience of administrative support roles, ideally within agricultural industries.
• Proficient computer skills with keen attention to details.
• Communication skills (verbal and written)
• Ability to multi-task, organize, and adapt to shifting priorities
• Working knowledge of Microsoft Office Suites, particularly Excel, Teams, Outlook, and OneDrive.
• Working knowledge of social media and graphic software, including but not limited to, Facebook, Instagram, and Canva.
• Strong attention to details, critical thinking, and problem-solving abilities.
• Previous knowledge of the Texas A&M AgriLife Extension Service or Texas 4-H programs are preferred but not required.
• Individuals must have a valid drivers’ license and dependable source of transportation.

CERTIFICATION/LICENCES

Must be insurable by agency insurance carrier, have valid Texas driver’s license, provide proof of insurance, and have adequate transportation. Must be able to receive a Texas Notary Commission and be an enrolled Texas 4-H Adult Volunteer within the 30 days of starting the position.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear. The employee occasionally is required to stand and walk; and lift and/or move objects weighing up to 20 lbs. such as boxes or paper or trophies.

WORK ENVIRONMENT

The work environment includes working in a well-equipped air-conditioned office. This position requires sitting for extended periods. Individuals are required to be in the office 8-5 Monday-Friday, with occasional extended hours for specific programs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

SUPERVISORY RESPONSIBILITIES

Maintain professional supervision of the volunteer groups and committees as directed by the appropriate agent.